Creative Operations Coordinator

Penta Group is a global company providing data-driven solutions to help clients achieve their objectives in an increasingly complex stakeholder environment. We provide cutting-edge intelligence products to help clients understand what their stakeholders think, see, and hear, and then leverage that intelligence to develop and execute effective, measurable strategies. 

Our global team brings decades of experience in business, government, communications, research, data science, and media. Our clients include companies across a variety of industries, including technology, financial services, energy, healthcare, and more. Penta has offices in New York, London, Washington, DC, San Francisco, Dublin, London, Brussels, Singapore, and Hong Kong.

Penta Brand Strategy is the firm's in-house advertising and creative agency. Penta Brand Strategy blends the firm's hallmark analytical and communications expertise with storytelling, design, and technology to help clients increase the accessibility, reach, and emotional resonance of their ideas. We work across the firm's client portfolio, developing creative solutions and campaign concepts that have the power to shape perspectives and inspire action on the issues that matter most.

Position Summary:

Brand Strategy is seeking an experienced and strategic Creative Operations Coordinator to join our Creative Operations team. This role will support across operations needs, but will be primarily responsible for budget and invoicing management within the team. The ideal candidate will have a strong background in managing creative production and advertising budgets, with expertise in invoice tracking, financial forecasting, and vendor payment coordination. The Creative Operations Coordinator will report to the Creative Resourcing Director and work in close partnership with Finance and external vendors.

Responsibilities:

-Oversee and manage the financial operations of the creative team, including budget tracking, invoicing, vendor payments, and financial reporting.

-Develop and implement process improvements to optimize budget tracking, ensuring accuracy and efficiency in financial operations.

-Track and report on all creative budget allocations, expenses, and reconciliations, ensuring alignment with overall company financial objectives.

-Manage and maintain relationships with external vendors, including production partners, ad vendors, and freelancers.

-Prepare and present budget summaries and forecasts to senior leadership.

-Partner with the Finance team to ensure seamless invoice processing, accurate financial forecasting, and adherence to internal financial policies.

-Work cross-functionally with creative and account management teams to ensure budget adherence without compromising creative output.

-Support on production coordination with Penta’s in-house creative team.

-Contribute to process improvements and best practice adherence within the department.

-Assist with travel arrangements, executive scheduling and coordination for team retreats.

-Stay updated on industry trends and best practices related to advertising budgets, financial tracking tools, vendor management and creative operations.

Qualifications:

-Bachelor’s degree in Business Administration, Accounting, Finance, Marketing, Communications, or a related field; MBA or financial certification is a plus.

-2+ years of experience in budget management, finance operations, billing coordination, or financial project management—preferably in a creative agency, marketing/advertising firm, or media production environment.

-Proven experience managing budgets of at least $5M annually, with strong forecasting and reconciliation skills.

-Deep understanding of invoice processing, financial reporting, and vendor payment systems in a creative or media environment.

-Proficiency in financial and project management tools such as AirTable, Trello, Salesforce, QuickBooks, Bill.com, Trolley, or similar platforms.

-Strong analytical skills, attention to detail, and ability to identify financial risks and opportunities proactively.

-Excellent communication skills, with the ability to collaborate with both creative teams and finance departments to ensure smooth financial operations.

-Ability to work in a fast-paced, deadline-driven environment, managing multiple projects simultaneously.

-Knowledge of contract negotiation, procurement processes, and vendor relationship management is a plus.

Location:

This position is for US-Based personnel and is fully remote.

Salary Range:

The base salary for this positions will be $57,000-$77,000 annually depending on a candidate's experience and qualifications as it relates to the position.

Benefits:

Penta Group is proud to offer a generous benefits package, in which regular full-time employees are eligible for enrollment the first day of the month following their date of hire. Please find a list below of our current benefit offerings:

- Excellent health care, vision, and dental coverage provided by United Healthcare with 100% of individual employee premiums and 50% of dependent premiums covered.

- Competitive retirement benefits with a 401(k) matching 100% up to 3% of an employee’s deferred salary, and matching 50% of the next 2% deferred.

- Employer paid short term disability, long term disability, and life insurance, with the option to buy additional coverage.

- Twelve weeks paid parental leave.

- Flexible paid time off and a generous holiday schedule.

- Monthly stipend for cell phone.

- Optional pet insurance coverage.

- Frequent firm-wide social events and activities.

- An excellent environment for learning and growth.

Penta Group, LLC values diversity and inclusion, is committed to equal employment opportunity, and to compliance with federal anti-discrimination laws. We also comply with District of Columbia law, which prohibits discrimination and harassment against employees, applicants for employment and interns based on race, color, religion, sex (including pregnancy, childbirth or related medical conditions, reproductive health decisions and breastfeeding), national origin, disability, age (18 and over), personal appearance, sexual orientation, gender identity or expression, marital status, family responsibilities, matriculation (e.g., being enrolled in a college or university or in a business, nursing, professional, secretarial, technical or vocational school), political affiliation, genetic information (including family medical history), lawful use of tobacco products, unemployment status and status as a victim or the family member of a victim of domestic violence, a sexual offense or stalking.

Penta Group, LLC values diversity and inclusion, is committed to equal employment opportunity, and to compliance with federal anti-discrimination laws. We also comply with District of Columbia law, which prohibits discrimination and harassment against employees, applicants for employment and interns based on race, color, religion, sex (including pregnancy, childbirth or related medical conditions, reproductive health decisions and breastfeeding), national origin, disability, age (18 and over), personal appearance, sexual orientation, gender identity or expression, marital status, family responsibilities, matriculation (e.g., being enrolled in a college or university or in a business, nursing, professional, secretarial, technical or vocational school), political affiliation, genetic information (including family medical history), lawful use of tobacco products, unemployment status and status as a victim or the family member of a victim of domestic violence, a sexual offense or stalking.